14 Apr Increasing Client Responsiveness & Productivity Through Internal MS Teams Collaboration
Posted at 11:38h in Blog Posts
Increasing Client Responsiveness & Productivity Through Internal Microsoft Teams Collaboration
April 14, 2020
In 2019, we sent and received more than 293 billion emails. This number is forecasted to increase. Our productivity is interrupted by the continuous stream of email notifications, despite our best efforts to ignore them.
Many of us prioritize client correspondence over other emails. But long, internal email chains and newsletters clutter our inbox, increasing the risk that we will miss important client emails.
To address this problem, organizations have deployed internal collaboration platforms, such as Microsoft Teams. These platforms redirect the stream of internal emails, making our workdays more productive.
So how does Microsoft Teams, specifically, increase our productivity in comparison to email?
Channels and Teams
To better structure Microsoft Teams, organizations can create Teams for any project and Channels for specific project tasks. When you get a Teams notification, you know exactly what project requires your attention. You can then determine the level of urgency by either responding right there and then, or leaving it for later.
In comparison, when you receive an email, you only see the subject line (which can be quite vague at times) and the sender. You may not know what the email is about, prompting you to interrupt your work and open it.
Do Not Disturb Status
When you are engaged in deep work, email notifications are not appreciated. Having emails pop on your screen interrupt your concentration, decreasing productivity.
Microsoft Teams allows you to set your status to Do Not Disturb, turning off all notifications. This enables you to focus for specific periods of time, uninterrupted. If you happen to receive an email, it will most likely be important client correspondence that requires your immediate attention.
Tracking Replies and Tagging
Internal email replies can get lost in a long chain of back and forth conversations (or banter). If you are not constantly checking your email, you might miss important information, or the time when your input is needed.
With Microsoft Teams, you can simply scroll up and see how many messages you have missed, instead of opening 20 emails in a row. You can also immediately recognize when your input is needed because you get a notification that someone has tagged you. When you need input from a colleague, you also simply tag them and get the needed information quickly.
How We Enhance Your Microsoft Teams Experience
Whether you are just deploying Microsoft Teams, or have been using it for a while, you need to develop processes and maintain governance in line with best practices. As an early adopter of Microsoft Teams since 2017, we have learned these lessons and implemented them successfully.
Prosperoware CAM is an enterprise privacy management platform designed to improve processes around office documents and add a layer of governance for reduced risk around privacy & cybersecurity. CAM supports multiple content systems, including Microsoft Teams.
CAM enables automatic Teams, Channels, and Tabs provisioning, applying ethical walls and permissions for need-to-know security, moving documents between Teams and your DMS, and more.
Explore our special CAM Microsoft Teams features and license plans from our datasheet.